Support Articles

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How to improve fundraising communication with participants, leaders, and parents
One of the key elements that will drive questions from participants, leaders, and parents is “what happens to the funds I've raised for this trip?” Some key elements to prepare yourself and your teams for this include the following, which may include things you are already doing, but perhaps can do better/different to make this easier each time that you go through this process.  You already understand your role as a leader when it comes to short-term mission trips. Here are a few ideas for how to improve fundraising communication with participants, leaders, and parents Involve your Accounting Team and Financial Leaders This one is pretty obvious, but there are some critical questions that they will need to help walk you through, including: ✓  Tax implications and verbiage you can use when people ask for a refund (because they will, even if you’ve told them many times what the process is) ✓  What should we do with the funds that were already provided? ✓  Are there any restrictions and/or considerations we should make when deciding to cancel or postpone a trip? ✓  Identify which funds or trips that already have expenses and determine what do to in order to recover or eat that cost (e.g. travel costs, etc.)   Involve your Leadership Team Depending on the involvement of your leaders, some may already be well aware of what is going on, but here are some thoughts to consider: ✓  Be prepared to summarize for them (or provide them a summary that they can provide their own leadership/board). ✓  Provide options with benefits/drawbacks to each approach. For example, reschedule versus cancel. ✓  If you decide to reschedule, have a general timeframe for communication... or at least determine what information you will need to decide on a timeframe. ✓  If not involved in the financial communication with your accounting team, provide your leaders a roadmap/summary of the financial impact and approach that is suggested (as they will likely be asked this by their leadership)   Communicate Clearly to Participants and Leaders ✓  Create a communication plan, even if a very simple one. For example, write up a communication to the teams and create some common questions people will ask. ✓  Clearly communicate what will happen with any funds that have been raised (based on your conversations with accounting and leadership). ✓  Have others review your communication. This can be a review for typos, tone, etc., but it is important to make sure that you get buy-in from others. ✓  Copy and Paste...once you answer a question once, either copy it to a word doc so you can use it later or add it to your common FAQ area/web page. ✓  Provide some education or guidance to the process. For example, participants are not aware of the tax situation for non-profit donation. Provide some simple guidance that helps them understand enough, while keeping communication focused. ✓  Provide assurance that their concerns are addressed. While you may have gone through this process many times, this might be the participant’s first time a trip was cancelled. Try to put yourself in their shoes and address uncertainty. Assure them that you have done this before and will guide them through the process.   We hope this helps you improve fundraising communication when speaking with participants, leaders, and parents.    This is one post of many we're doing related to the current crisis. Download Cancelled: A Guide to Maintaining Missions Engagement When Your Short-Term Trip is Cancelled.
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Budgeting Dashboard
Let’s talk a quick look around your budget dashboard or your overview page.  At the top you are going to see master progress bar showing how much you’ve spent (to what’s budgeted).  This is important so that you can quickly view at a master level and a granular level how you are doing (expense to budget).  You will have a quick view of your overall budget, amount raised (remember this does not influence any reconciliation reports), expense totals to date, and your current balance.  Below you will be able to explore each of the budget categories.     Can we export any of our data? Absolutely, it’s important that you have access to your data and have the ability to manipulate the fields as you need for other internal processes.  You can download both a reconciliation report and an expense report.  These export as Microsoft Excel files.     Why the time frames? ServiceReef breaks budgeting items into pre-event, event, and post-event.  This is helpful for you to create budgets for not only your main event but also retreats before the event and anything that might happen post event.     What are the budgeting categories? Travel Meals Lodging Project & Supplies Activities Emergency Other   Are the budgeting categories set? Yes, in order to produce the meaningful reports you are looking for we need to have a streamlined categorization of categories.  Trust us, you’ll appreciate this in the long run!     What do the colors mean? Green - spent under 80% of the budget Orange - spent over 80% but still under budget Red - spent over 100% of budget Who can access this page? Only those admins who have been given general financial management have access to view and edit this page.  
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Fundraising - Do’s and Don'ts
What “TO DO” in Support Communication Include a recent photograph in your letter.  A scanned photo, in the upper left hand region of your letter, would be appropriate. Personalize each letter with the recipient’s name typed in. (include their name 2-3 times in the letter) Include photos of yourself with others, community group or Bible study. Break down your letter into paragraphs. This makes the letter more attractive and easier to read. Write a handwritten, personalized note at the end of the letter to give a personal touch. Send letters to former employers, former teachers, etc.  You would be surprised how many non-Christians will contribute financially to your trip. Telephone each person you contact by letter, especially if you mention in your letter that you will be contacting them. Have at least two others proofread your letter checking for grammar, spelling, and reader comprehension. What “NOT TO DO” in Support Communication Don't write more than two pages as a maximum for your support letter.  If you end up with more than once page then print as a one-page, back-to-back letter. Since you will be following up these letters with a phone call, you can give additional information at that time. Don't over-saturate your letter with Christian jargon or phrases.  Try to be as real and authentic as possible to communicate why you want to go on this trip. Don't forget to keep a database, or a good list, of names, addresses, & phone numbers of the people that you have sent a letter to.  Keep it in a safe place! Don’t forget to send out handwritten thank-you cards, emails (other forms of communication) upon receiving support responses.
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Fundraising - Writing the Letter
Writing your Letter There are good ways to write letters and there are poor ways to write letters.  Use this as a guide to construct your letter but always remember to make it personal.  Always mail your letter if and when possible.  Snail mail is rare and it’s far more personal than an email.   Following Up It’s proper to follow up with your supporters after you’ve written and sent your initial letter.  We recommend calling them or emailing them a week or so after you’ve sent the letter.  Many people have great intentions to give you support, but the letter simply gets pushed aside in a busy life.  A gentle reminder and follow up can help bring that back to attention.  You don’t need to be pushy, just a simple note to ask if they received your letter and ask them if they have any questions about the opportunity.    Removing the Hassle Remember that ServiceReef allows online donations for team members saving both the team member and the donor a lot of headache in managing what they have raised.  If you email, be sure to include a link to the ServiceReef event page and let them know they can donate directly to you via the site.  Also let them know they can use that link for updates and stories.    Pre-Addressed Envelope If you do plan on writing letters with return envelopes, take the step to help them in returning a donation for your internship.  If you like, provide them with an envelope (stamped) that’s pre-addressed to your organization.  That helps them in not having to find an envelope and stamp and also helps ensure the letter goes to the right place.    Inviting them to Journey with You This is a good time to let people know about stories on your ServiceReef page.  This is a simple way for you to write in one place of all your experiences and learnings and invite all your supporters to connect with you this way.  Go ahead and have these set up so you can give them invitations in your letter.  Explain to them how this is for them to join with you through the entire process.  It’s also great accountability for you and an opportunity to honor them as supporters.